Bulk import Procore direct costs from invoices in Excel
Have you ever keyed thirty vendor invoices into Procore direct costs from a stack of PDFs?
Drag a month of invoices into Excel, fix vendors and budget codes, and create them all in Procore as draft direct costs in one sync.
To bulk import direct costs into Procore, open the Sandspit extension in Excel and use the Direct Costs module. Drag in the month’s invoices, and Sandspit reads every line onto a sheet. Fix any vendor or budget code Procore won’t accept, then sync once. Each invoice becomes a draft direct cost with a link back on the sheet.
Drag the invoices into the Direct Costs module
Open the Sandspit extension in Excel, choose Create Direct Costs, and go to the AI Extraction tab. Drag the month’s invoices onto Drop invoices here: PDFs, scans, photos, CSVs, or spreadsheets. Pick Grouped to roll charges up by budget code, or Detailed to keep every invoice line.
Add them to the sheet
Click Add items to sheet. Sandspit reads each file and adds its lines to the Direct Cost Import sheet with the vendor, invoice number, dates, budget codes, and amounts filled in. You review what it read rather than typing from scratch.
Note: already have the lines in a spreadsheet? Paste them straight onto the sheet. The review works the same way.
Fix what Procore won’t accept
On the Bulk Import tab, every row is checked against the project before anything is sent. A vendor or budget code Procore doesn’t recognize, a missing amount, or the same invoice twice is flagged under Needs attention. Use Map to vendor or Map to code to pick the right value, and the row clears.
Note: vendors and budget codes have to exist on the project already. Add them in Procore, then refresh the picklists.
Sync them all to Procore
The sync button stays disabled until every issue is clear. Click Sync 6 changes to Procore. Each invoice becomes one invoice-type direct cost in Draft, and every row on the sheet gets Synced and a link to it in Procore. Rows already synced are never sent again.
Finish in Procore
Move the direct costs out of Draft and attach the source PDFs in Procore’s Direct Costs tool.
Why invoices pile up
A busy job gets dozens of vendor invoices a month that aren’t against a commitment: rentals, hauling, supplies, site services. Procore takes them one at a time, header then lines, so they sit in a folder until someone has an afternoon. The cost reports are wrong until then.
What the sheet changes
- No retyping. Vendor, invoice number, dates, and lines are read off the files.
- Checked before Procore. Vendors, budget codes, amounts, and duplicates are flagged on the sheet.
- One sync. Every invoice is created in one run, with a link back on each row.
- Draft, not posted. Nothing leaves Draft until you move it in Procore.
Frequently asked
How do I bulk import direct costs into Procore?
Open the Sandspit extension in Excel and use the Direct Costs module. Drag in the invoices, add them to the sheet, fix any vendor or budget code Procore won’t accept, and sync. Every invoice is created as a draft direct cost in one run.
Can I import invoice PDFs into Procore direct costs?
Yes. PDFs, scans, photos, CSVs, and spreadsheets all go through AI Extraction. The lines land on the sheet with the vendor, invoice number, dates, and amounts, and you correct what it got wrong.
Can I import direct costs from Excel or a CSV?
Yes. Drop the file on the pane, or paste the rows onto the Direct Cost Import sheet. Rows with the same vendor and invoice number become one direct cost.
What kinds of direct costs can this create?
Invoice-type direct costs in Draft status, one per invoice. Expense and payroll types are entered in Procore.
Why is there no cost code or cost type column?
A direct cost line is coded by its budget code, which already contains the cost code and cost type. Pick the budget code and Procore derives the rest.
What happens if an invoice is already in Procore?
The same vendor and invoice number twice on the sheet is flagged before you sync. If Procore already has an invoice with the same vendor, number, and date, that row fails with the message rather than creating a duplicate.
Can I update a direct cost that already exists?
No. This creates direct costs. Edit existing ones in Procore.
What permission do I need?
Standard or Admin on the project’s Direct Costs tool. Read Only can pull direct costs into a reporting sheet with Pull from Procore but cannot create them.
Procore Project Financials. Needs Standard on the Direct Costs tool. Creates invoice-type direct costs in Draft.
Step-by-step mechanics, every column, and every error message are in the documentation.
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